The

Process
Improvement
Notebook

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 About the TQL Office
The mission of the Total Quality Leadership (TQL) Office, Office of the Under Secretary of
the Navy is to assist the Department of the Navy leaders in their quality-focused improvement
efforts through education, consultation, information sharing, networking, and technical advice.

The TQL Office provides technical advice as well to a number of organizations inside and
outside of government. It has responsibilities in six key areas: TQL education and training;
consultant services; new technologies; assessment; networking and liaison; and information
and communication.

Education and Training

The TQL Office is responsible for managing the technical and conceptual content of the
Department of the Navy (DON) TQL curriculum. This work involves designing and
developing courses as well as training instructors. The staff advises the DON on integration of
TQL material into the training pipeline.
Information and Communication
The TQL Office educates the DON about TQL policies and initiatives through a newsletter
(TQLeader), articles and reports, and presentations at conferences and meetings. It is
developing a computer-based quality information network to facilitate communication with
DON organizations.
Networking and Liaison
The TQL Office has much to share with other organizations, both government and private, and
much to learn from them. Staff members participate in TQL-related networks and professional
organizations. As resources permit, the TQL Office sponsors TQL conferences and seminars.
Consultant Services
TQL Office members provide technical advice to the Under Secretary of the Navy and other
senior Navy and Marine Corps leaders on the application of TQL principles and methods
within the DON and on strategic planning. Advice may also take the form of recommendations
on policy as well as on Defense Performance Review initiatives.
Assessment
Systems are needed to assess the way in which TQL implementation is enhancing mission
accomplishment in DON organizations. The TQL Office is designing and developing feedback
mechanisms for that purpose as well as developing innovative approaches to improve overall
organizational effectiveness.
New Technologies
Technology can provide critical support to DON quality improvement efforts. The job of the
TQL Office is to assess new technologies related to organizational change and process
improvement and translate them into applications for the DON.
 The Process Improvement Notebook (PIN)

Amy Culbertson Archester Houston

Navy Personnel Research and Development Department of the Navy Total Quality Leadership
Center Office

Debbie Faast, Michael White,

Monica Aguirre & Carol Behr
Navy Personnel Research and Development
Center
 Foreword

The Process Improvement Notebook (PIN) is a tool for quality

improvement teams to document and communicate their process
improvement activities. It is designed to assist teams in telling the
process improvement story from initial actions to the improved
state. Communication is a key component of the quality approach,
encouraging organizations to continuously improve their methods
and the products and services delivered to customers.

The PIN is to be used to support the application of concepts and

skills provided by the Department of the Navy (DON) Total Quality
Leadership (TQL) curriculum, especially the Systems Approach to
Process Improvement, Methods for Managing Quality, and Team
Skills and Concepts courses. It can be used to support DON TQL
process improvement efforts regardless of the setting (i.e., fleet or
shore, military or civilian, headquarters or field units). The PIN
helps capture the major ideas, recommendations, and efforts of
teams in a concise, consistent format. This enhances the ability of
teams to communicate throughout the organization and externally as
needed. It also provides archival information for future
improvement efforts.

Linda M. Doherty, Ph.D

Director
Department of the Navy
Total Quality Leadership Office

iii
 Acknowledgments

Many people were instrumental in the development of this

document. We offer special thanks to Antonio Rodriguez, of the
Total Quality Leadership (TQL) Office, for the advice and
knowledge he provided when reviewing the PIN. We acknowledge
and appreciate the contributions of Julie Jackson, also of the TQL
Office. Her recommendations and attention to detail during the
course of publishing the PIN added much to the quality of this
document.

Also thanks are given to the many Naval Leader Training Unit
instructors and TQL coordinators and quality advisors, whose
efforts made this a better document.

iv
 Contents

Introduction.......................................................................... 1
Format of the PIN .................................................. 2
Users of the PIN..................................................... 4
Resources for PIN Users........................................ 5
Communicating with PIN Forms.......................... 6
The Process Improvement Notebook..................... 6
Storyboarding Process Improvement
Activities........................................................... 7

Forming Quality Teams ...................................................... 9

Quality Team Charter .......................................... 10
Team Composition............................................... 14
Team Meeting and Action Plan ........................... 16
Team Member Self Assessment Survey .............. 20
Tally Sheet for the Team Member Self
Assessment ..................................................... 22

Identifying and Segmenting Customers............................25

Who Are Our Customers?.................................... 26
Customer Affinity Diagram ................................. 28

Identifying Customer Requirements.................................31

Customer Background Information ..................... 32
Customer Interview Form.................................... 34

v
 Contents

Product/Service Assessment Form...................... 38

Quality Characteristics Worksheet...................... 40
Selected Processes............................................... 42

Describing the Process and Potential Causes

of Quality ........................................................................... 45
Brainstorming Form ............................................ 46
Multivoting Worksheet ....................................... 48
Affinity Diagram of Potential Causes
of Quality ....................................................... 50
Flow Chart........................................................... 52
Cause and Effect Diagram................................... 54

Establishing Data Collection Procedures ......................... 57

Outcome and Output Measures ........................... 58
Process Measures ................................................ 60
Data Collection Plan............................................ 62

Collecting and Analyzing Data.......................................... 65

Data Collection Sheet.......................................... 66
Check Sheet......................................................... 68
Pareto Chart of Causes of Quality....................... 70
Histogram Worksheet.......................................... 74
Scatter Diagram Worksheet ................................ 78
Run Chart ............................................................ 82

vi
 Contents

Variables Control Chart (X and R) ...................... 84

Variables Control Chart (X and s)........................ 88
Individual Values and Moving Range
(X, mR) ........................................................... 92
Attribute Control Chart........................................ 96

Taking Action on Special and Common Causes ..............99

Control Chart Interpretation............................... 100
Special Cause Improvement .............................. 102
Common Cause Improvement ........................... 104
Approval of Common Cause Improvement....... 106
Types of Process Causes.................................... 108
Change Implementation Plan............................. 110

References ..........................................................................111
Appendix: Team Dynamics Forms..................................115
Team Development Plan.................................... 116
Team Dynamics Survey..................................... 118
Tally Sheet for Team Dynamics Survey............ 122
Summary of Team Dynamics Survey ................ 126
Graph of Team Dynamics Survey ..................... 130
Team Dynamics Action Plan ............................. 132

vii
 Introduction

The Process Improvement Notebook (PIN) is a tool for quality

improvement teams to document and communicate their process
improvement activities. It is designed to assist teams in telling the
process improvement story from initial actions to the improved
state. Communication is a key component of the quality approach,
encouraging organizations to continuously improve their methods
and the products and services delivered to customers.

The following summarizes the primary information sources used in

the development of the PIN:

❑ Department of the Navy (DON) Total Quality Leadership

(TQL) courses (Department of the Navy, 1992a, 1993a, 1993b,
1994a, 1994b; Rodriguez, Konoske, & Landau, 1994;
Silberstang, 1995);

❑ DON publications on TQL (Department of the Navy, 1992b,

1992c, 1994c; Doherty & Howard, 1993; Garrett, 1990;
Houston & Dockstader, 1993; Suarez, 1992; Wasik & Ryan,
1993);

❑ DON surveys and interviews used over the past decade to assess
quality improvement efforts (Kidder, 1995; Navy Personnel
Research and Development Center, 1985a, 1985b, 1986, 1987a,
1987b, 1993a, 1993b);

❑ DON TQL instructors, TQL coordinators, and quality advisors

in DON organizations;

❑ Quality management books consistent with the DON TQL

approach (Deming, 1986; Ishikawa, 1982; Kume, 1985;
Wheeler & Chambers, 1992).

1
Format of the PIN

The PIN is designed as a manual to assist quality improvement

teams to highlight important information related to process
improvement. Each section of the PIN contains forms and
instructions for how to complete the forms. Typically the form is on
the left hand side of the manual, and the instructions for that form
are on the right hand side.

The PIN is accompanied by a separate PIN Forms Packet that

contains full size, unbound copies of all PIN forms. A separate
packet is provided so additional copies of PIN forms can be made in
automatic-feed copy machines. If preferred, the originals in the PIN
Forms Packet can be used by teams to record process improvement
activities. Additional copies of the PIN Forms Packet can be ordered
from the Aviation Supply Office, Philadelphia, if desired. The stock
number for the PIN Forms Packet is 0120-LF-021-6200. It is
recommended that one set of PIN Forms Packet originals be placed
in a file so as to ensure high quality originals will always be
available for making copies. If teams cannot locate or order a PIN
Forms Packet, then copies can be made using the forms in this
manual as originals.

PIN forms are placed in sections where their use may apply. But
many PIN forms can be used in a number of places in the plan-do-
check-act (PDCA) improvement cycle. Thus, the location of the
forms in a particular section of the improvement process suggests an
application, but does not imply its use only in that particular part of
the process. It also does not imply the required use of any particular
techniques in specific places in the PDCA cycle.

All PIN forms (except the Quality Team Charter form) have a line at
the top of the form that says:

Process: Date: / /

This space can be used by teams in a number of ways.

2
When a quality improvement team is chartered, a process will be named
and described on their team charter form. This process name can then be
listed on each PIN form used to document activities related to that process.
Always filling in the process name will assist in keeping clear activities
related to a specific improvement effort, since usually a number of efforts
will be going on at the same time. Often a team might not have a clear idea
what the process is that they are studying - in this case, the name of the
team, a topic name, or other information can be recorded on the line.

Filling in the date line on the form is helpful in tracking when the
activities occurred. It is particularly useful if the team modifies or
updates any of the information on the form, for they can track the
sequence of changes by using the date information. Use the space in
a way that best fits the process improvement effort.

PIN forms may be used by teams following any of the DON models
and approaches to quality improvement. These models, such as the
Process Improvement Model (Houston & Dockstader, 1993), the
Systems Approach to Process Improvement Model (Rodriguez,
Konoske, & Landau 1994), the Methods for Managing Quality
Model (Department of the Navy, 1994b), the Starter Kit approach
(Department of the Navy, 1992c), Basic Tools for Process
Improvement (Department of the Navy, 1996) and the New Starter
Kit for Basic Process Improvement (Department of the Navy, 1996)
focus on different aspects and levels of specificity of quality
improvement.

For more information on approaches to quality improvement, see the

various DON publications and training courses listed in the
reference section (Department of the Navy, 1992a, 1992b, 1992c,
1993a, 1993b, 1994a, 1994b; Rodriguez, Konoske, & Landau, 1994;
Silberstang, 1995).

Reviewing PIN forms when beginning a new step in the

improvement process can help clarify what information teams might
want to know to proceed. It also helps clarify what information
teams could document and communicate to others. The PIN does not
profess to cover all the possible information that could be
documented by quality improvement teams. It also does not imply
the required use of any particular techniques in the PDCA cycle.

3
Users of the PIN

The primary users of the PIN will most likely be Process Action
Teams (PATs), who are typically most involved in the detailed
aspects of defining processes, developing measures, and collecting
and analyzing data.

But PIN forms also relate to the activities of higher-level quality

improvement teams, often referred to as the Executive Steering
Committee (ESC) and Quality Management Boards (QMBs). These
teams are most likely to use the forms in the front section of the PIN
related to defining customers and their requirements, and chartering
quality improvement teams.

Those individuals serving as links between quality improvement

teams may find PIN forms particularly useful in summarizing and
reporting process improvement efforts. PIN forms can help with
both upward and downward communication between quality
improvement teams. They can also facilitate communication with
others in the organization, along with external customers and
suppliers.

To be most effective, quality improvement teams need to make sure

that their chartering team provides them with information associated
with customers, their requirements, and quality characteristics
associated with those requirements. Ideally ESCs and QMBs would
complete the charter form and the customer forms before chartering
PATs. If not, then PATs need to collect information concerning
customer requirements and quality characteristics before proceeding
with their process improvement activities.

4
Resources for PIN Users

The following DON TQL courses serve as the basic resources for
quality improvement teams:

❑ Fundamentals of Total Quality Leadership

❑ Team Skills and Concepts

❑ Implementing Total Quality Leadership

❑ Methods for Managing Quality

❑ Systems Approach to Process Improvement

Besides the DON TQL courses, PIN users may want to consult the
following resource materials for information on process
improvement methods and tools:

❑ The Memory Jogger Plus by Brassard (1989)

❑ The Team Handbook by Scholtes (1988)

❑ Statistical Methods for Quality Improvement by Kume (1985)

❑ Understanding Statistical Process Control by Wheeler and

Chambers (1992)

TQL coordinators and quality advisors can assist teams in

documenting process improvement activities and capturing this
information with PIN forms. Since the DON TQL courses provide
more in-depth information about process improvement activities, we
strongly recommend that the TQL coordinator/quality advisor
attend the DON TQL courses listed above.

5
 Communicating with PIN
Forms

Completed PIN forms can be used to communicate process

improvement activities by:

❑ Creating a Process Improvement Notebook

❑ Storyboarding Process Improvement Activities

The Process Improvement Notebook

Selected PIN forms can be used to create a notebook that tells the
story of process improvement. This notebook is similar in concept to
the displaying of information in the QC Story or the QC Journal
(Kume, 1985; Schultz, 1989, Tomasek, 1992). Teams place selected
completed forms in the notebook as they move through phases of
process improvement.

The notebook can be used to educate new team members as to the

activities of the team: where they have been, where they are, and
where they are going relative to the process improvement cycle. A
new Commanding Officer can be given completed notebooks as
examples of process improvement efforts that have occurred at the
organization. The notebook can also be shared with customers to
explain the efforts the organization is making to better meet their
requirements. The notebook also serves as permanent
documentation concerning process improvement efforts at the
organization.

The choice of what PIN forms to place in the notebook will depend
on the specific process improvement efforts. Although the team may
want to document their activities using all the PIN forms, including
all forms in the notebook may make it too long. The team should use
their judgement on how to best summarize their activities using PIN
forms. Forms not placed in the notebook can be maintained in a file

6
 folder and referred to as needed. They may be particularly useful
when specific questions are asked or detailed information about the
process is requested.

Storyboarding Process Improvement Activities

PIN forms may also be used to storyboard the team’s process

improvement activities in a way that is accessible to all interested
parties. Storyboarding communicates process improvement
activities through pictures, graphs, and simple text. Storyboards are
usually displayed in places where people can easily view them, such
as on a wall in a central hallway of the organization. Storyboards are
particularly useful in communicating process improvement-related
information and events as they occur.

The following figure shows how particular PIN forms could be

displayed as a storyboard. This is just an example - the team needs
to select those forms that make the most sense for their particular
situation.

Acquisition Process Improvement

Date Chartered

Quality Process
Quality
Charac- Measures
Team Product/ Flow
teristics
Charter Service Chart
Worksheet
Assess-
ment Form

Variables Attribute Change

Control Special Control Imple-
Chart Cause Chart Common mentation
Improve- Cause Plan
ment Action
Plan

7
 PIN forms can also be displayed with photographs, large size text,
diagrams, and customer comments to present an informative
display. See the Team Skills and Concepts course (Department of
the Navy, 1992a) and the Methods for Managing Quality course
(Department of the Navy, 1994b) for more information on
storyboarding.

8
 Forming Quality Teams

The success of the organization’s TQL effort hinges on the

effectiveness of the teams it charters. Obtaining a clear charter is key
to the team's success—without it the team is likely to flounder and
be uncertain of their purpose, level of effort, and timeline.

In DON organizations, TQL activities typically start with the

formation of an Executive Steering Committee (ESC), the team that
guides the quality transformation. The ESC identifies the
organization’s customers, products and services provided to these
customers, and how well those products and services are meeting
customer needs. Quality Management Boards (QMBs) are cross-
functional in nature and are often made up of middle managers who
oversee or are involved in the process being studied. Process Action
Teams (PATs) are chartered to assist with the definition of
measures, and the actual data collection and analyses.

The challenges for quality improvement teams are many, starting at

their inception. For instance, quality improvement teams are often
formed, yet they lack a clear understanding of their charter and
purpose. This can result in another common experience, namely,
that quality teams engage in important process improvement
activities but do not document their activities in a way that can be
effectively communicated to others. Lastly, teams often improve
processes, yet these changes are not institutionalized, resulting in the
process reverting back to old operating procedures over time,
particularly when there is turnover of employees who held the
knowledge of the process improvement efforts.

Experience working with TQL teams in organizations has shown the

negative consequences when process improvement activities are not
clearly defined, documented, and communicated (Kinlaw, 1992;
Miller, 1991). The following PIN forms are provided to assist teams
to be as effective as possible, starting with a well-formulated team
charter. Additional PIN forms, including a Team Development Plan
and Team Dynamics Survey, may be found in the Appendix.

9
 Quality Team Charter

Name

Chartered by _____________________________________________ Date _____________________

Team Leader Org./Unit/Code Phone

Team Facilitator Org./Unit/Code Phone

Team Link Org./Unit/Code Phone

Name Org./Unit/Code Phone

1.

2.

3.

4.

5.

6.

7.

8.

9.

10.

1 of 2
10
✍ Quality Team Charter
Instructions

1. Make copies of the form so that it may be used again.

2. Indicate the “Name” that will be used when referring to the team.

3. Indicate who chartered the team and when it was started (“Date”).

4. Identify who will serve as the leader of the team.

5. Identify who will serve as the facilitator of the team. If there is no

facilitator, write N/A in the space on the form.

6. Identify who will serve as the “Team Link” to other quality

improvement teams.

7. List the members to serve on the team.

11
 Quality Team Charter (Continued)

Process Selected for Improvement

Process Improvement Goal(s)

Resources

Reporting Requirements

Suggested Timeline

2 of 2
12
✍ Quality Team Charter (Continued)
Instructions

8. Provide a short description of the process selected for improvement

on page 2 of the charter. Also describe the products and/or services
related to the selected process, and the customers who use these
products and/or services.

9. Describe the goals of the team’s process improvement efforts.

Indicate how these goals relate to requirements specified by the
customer.

10. Indicate the resources (e.g., team members’ time, funding for
training and materials, assistance of other members in the
organization) available to the team. Clarify how much time the
sponsoring team expects members to spend in meetings and on
process improvement.

11. Clarify the team’s reporting requirements: to whom do they report,

how frequently, and in what format. Also clarify when they need to
report to their sponsoring team before making decisions and
initiating changes.

12. Provide a suggested timeline for reporting to the sponsoring team,

and a general idea of when the sponsoring team expects results.

13. The charter form can be updated as more is learned about the scope
of the improvement effort. See the DON Implementing Total
Quality Leadership course (DON, 1993b) for more information on
team charters.

13
 Team Composition
Process: Date: / /

Team Member’s Name Org./Unit/Code Phone/FAX/E-mail Comments

14
✍ Team Composition
The Team Composition form is used to describe the membership of
quality improvement teams. The comments section can be used to
record changes in team membership. The team leader is usually the
one who keeps the form up-to-date.

Instructions

1. The team leader and/or the quality advisor can circulate the form at
the first meeting.

2. Team members write their names, organization/unit/code, and

phone numbers on the form.

3. The team leader can make copies of the completed form for all team
members to use as a phone, FAX, or E-mail listing.

4. If members leave the group, record the date and reason they are no
longer part of the group in the comments section.

5. If new members are added to the group, record the date and the
name of the team member they are replacing in the comments
section.

15
 Team Meeting and Action Plan
Process: Date: / /

Team Leader: _____________________________________________ Start time: _____________

Advisor: __________________________________________________ End time: _______________

Present Present
Members Yes/No Yes/No

1. 7.

2. 8.

3. 9.

4. 10.

5. 11.

6. 12.

Time topic Time topic

Agenda will be given will be given

1. 5.

2. 6.

3. 7.

4. 8.

Reports Made

Topic Reported by

1 of 2
16
✍ Team Meeting and Action Plan
The Team Meeting and Action Plan form helps the team leader to
record information about the meeting, such as who was present,
reports that were given, and decisions or recommendations that were
made. This information is important not only for documentation
purposes, but it also can be used to update team members who were
not present at the meeting.

The Team Meeting and Action Plan form also encourages teams to
think in terms of action items, to assign responsibility to specific
people, and to decide when they will report back to the group.
Listing action items on the form tracks them over time, since they
are conveniently listed on each team meeting form. It also shows
whether one or two team members are doing all the work—
something that is to be avoided. Action items documented in this
way also make team members aware of the team's progress and of
their role in continuing this progress.

Instructions

1. Make copies of this form and use them at the first and all subsequent
meetings.

2. Indicate the team leader, advisor (if there is one), and when the
meeting actually starts.

3. Record attendance of team members.

4. Indicate the agenda items and an estimated amount of time that will
be spent on each item.

5. Record reports made, and who made each report.

17
 Team Meeting and Action Plan (Continued)
Process: Date: / /

Decisions and Recommendations

Action Items When By Whom

Next Meeting (Date and Location)

Agenda Items for Next Meeting

2 of 2
18
✍ Team Meeting and Action Plan (Continued)
Instructions

6. Document all decisions and recommendations.

7. Indicate action items, a projected completion date (in the “When”

column), and who is responsible for the action item (in the “By
Whom” column).

8. Indicate the projected date and location of the next meeting.

9. Record agenda items for the next meeting at the bottom of this form.
The team leader can distribute copies of the completed form to team
members shortly after the meeting to summarize what happened. It
is particularly helpful for those who were absent from the meeting
to review in order to get up to speed with the team.

10. The team leader can prepare a new meeting form prior to the next
meeting, consulting the last meeting form for agenda and action
items.

11. The team leader fills in the information as it applies prior to the
meeting, and then distributes copies to team members a few days
before the meeting as a reminder.

19
 Team Member Self Assessment Survey

Process: Date: / /

Please rate your knowledge/skill in the following TQL subjects. Honest ratings will help your team function
more effectively. If you have relevant skills not listed here, write them in the “OTHER” category.

Ex
So

A
No

Lo
Li

me

te
ne

ns
ttl

t
e

iv
Subjects

e
TQL PRINCIPLES (e.g., DON approach, systems
theory, Deming’s 14 points) 1 2 3 4 5

PROCESS IMPROVEMENT APPROACH

(e.g., PDCA cycle) 1 2 3 4 5

MANAGEMENT AND PLANNING TOOLS

(e.g., use of the affinity diagram, tree diagram,
prioritization matrix) 1 2 3 4 5

BASIC GRAPHIC TOOLS (e.g., use of flowcharts,

control charts, histograms) 1 2 3 4 5

STATISTICS (e.g., calculation and analysis of

means, standard deviations, ranges) 1 2 3 4 5

GROUP FACILITATION (e.g., problem solving,

conflict resolution, keeping team on track) 1 2 3 4 5

GROUP LEADERSHIP (e.g., decision making,

goal setting, motivating team members, meeting
time lines) 1 2 3 4 5

LISTENING SKILLS (e.g., paraphrasing, asking

questions, demonstrating sincere interest,
empathizing, using nonverbal cues) 1 2 3 4 5

WRITING SKILLS (e.g., preparing presentations/

briefings, authoring written documents) 1 2 3 4 5

PRESENTATION SKILLS (e.g., delivering

presentations/briefings to groups) 1 2 3 4 5

OTHER ___________________________________ 1 2 3 4 5

OTHER ___________________________________ 1 2 3 4 5

OTHER ___________________________________ 1 2 3 4 5

20
✍ Team Member Self Assessment Survey
The Team Member Self Assessment Survey is designed to summarize
information about the knowledge and skills of team members. The
team leader and/or quality advisor can hand these forms out at the first
meeting and explain that the purpose is to assess the team’s strengths
and weaknesses in terms of TQL-related knowledge and skills.
Emphasis needs to be given to the fact that this assessment is effective
only if people honestly report the level of their knowledge and skills.
The information will be used to plan the team’s training needs and will
not be used to single out certain team members who have less TQL
training or experience.

Instructions

1. Copies of the Team Member Self Assessment Survey form are

made for each team member.

2. The team leader and/or quality advisor explains how to complete

the form and that accurate information is needed for the assessment
process to be useful. It is also explained that each team member’s
ratings will be combined with the others, so no one has to feel
singled out.

3. Each team member assesses whether or not he/she has the particular
knowledge or skill listed.

4. The forms are turned in and compiled using the next form, the Team
Self Assessment Tally Sheet.

21
 Tally Sheet for the Team Member Self Assessment

Process: Date: / /
Use this form to tally the results of each team member’s Self Assessment Survey.

So

Ex
on

Li

Lo
m

te n
e

tt

siv
le

e
Subjects 1 2 3 4 5

TQL PRINCIPLES (e.g., DON approach, systems

theory, Deming’s 14 Points) .................................

PROCESS IMPROVEMENT APPROACH

(e.g., PDCA cycle) ................................................

MANAGEMENT AND PLANNING TOOLS

(e.g., use of the affinity diagram, tree diagram,
prioritization matrix) ................................................

BASIC GRAPHIC TOOLS (e.g., use of

flowcharts, control charts, histograms) .................

STATISTICS (e.g., calculation and analysis of

means, standard deviations, ranges) .....................

GROUP FACILITATION (e.g., problem solving,

conflict resolution, keeping team on track) ..........

GROUP LEADERSHIP (e.g., decision making,

goal setting, motivating team members, meeting
time lines) .............................................................

LISTENING SKILLS (e.g., paraphrasing, asking

questions, demonstrating sincere interest,
empathizing, using nonverbal cues) ......................

WRITING SKILLS (e.g., preparing presentations/

briefings, authoring written documents) ...............

PRESENTATION SKILLS (e.g., delivering

presentations/briefings to groups) .........................

OTHER ________________________________

OTHER ________________________________

OTHER ________________________________

22
✍ Tally Sheet for the Team Member Self Assessment
1. The results from the Team Self Assessment Survey are tallied onto
the Team Self Assessment Tally Sheet.

2. The ratings of each member are recorded onto this one form by
putting a tally under the appropriate column for each rating circled
by the team member. Thus if the first member rated his/her
knowledge level of TQL PRINCIPLES as a “3” (Some), a tally
mark is made under the “3” column on the Team Self Assessment
Tally Sheet. If this same member rated his/her knowledge level of
the PROCESS IMPROVEMENT APPROACH as “4” (A lot), a
tally mark is made for the PROCESS IMPROVEMENT
APPROACH statement under the “4” column on the Tally Sheet.

3. Similarly, the ratings for the first team member are all transferred to
the Tally Sheet. Then the second team member’s ratings are
transferred to the Tally Sheet in the same fashion.

4. After the information from all the team members is transferred to

the tally sheet, the tally marks for each category are totaled (write
and circle the total in each box).

5. The team leader and/or quality advisor can then make a copy of the
results for each team member.

6. The team can then discuss the results and identify training needs.
Plans concerning training can be recorded on the Team
Development Plan located in the Appendix.

23
24
 Identifying and Segmenting
Customers

The ultimate goal of any process improvement effort is to better

satisfy the needs of the customer. Thus, before formulating any
process improvement goals, the organization must first assess who are
their customers — who are they in business to support? Thinking
about customers can raise fundamental questions about the purpose
and mission of the organization. The following questions from
Deming (1986) are useful to stimulate thinking about customers:

❑ Who makes the decisions about whether to buy your product or

service?

❑ How do you distinguish between quality as your customer

perceives it and quality as your managers and work force
perceive it?

❑ How does the quality of your product, as your customer sees it,
agree with the quality that you intended to give him/her?

❑ Do your customers think that your product lives up to their

expectations?

❑ What do you know about the problems of your customers in the

use of your products? What tests do you make of your products
in service?

❑ Do you depend on complaints from customers to learn what is

wrong with your product or service?

❑ Are your customers satisfied with the service that you provide?
If yes, what is satisfactory about it? How do you know?

❑ Will your customers of today be your customers a year hence?

Two years hence?

25
 Who Are Our Customers?

Customer Products/Services Used

26
✍ Who Are Our Customers?
Information concerning customers can be gathered from a number of
sources. After reviewing the questions from Deming (1986), the
team can use the Who Are Our Customers? form to summarize
thoughts on customers.

Instructions

1. Distribute the list of customer questions on the last page and this
form to team members. Ask them to jot down notes in regards to the
questions, and then fill out the form.

2. At the next team meeting ask every member to share their notes to
the questions. Post all members’ Who Are Our Customers? forms
on the wall for all to view.

3. After discussing each team member’s form, summarize the group’s

information on a new copy of the Who Are Our Customers? form.

27
 Customer Affinity Diagram

Process: Date: / /

Segment

Customers

Segment

Customers

Segment

Customers

Segment

Customers

28
✍ Customer Affinity Diagram
Since most organizations have many customers, it is typical for
organizations to separate customers into smaller subgroups, often
referred to as segments, using a variety of methods. Most
organizations segment customers based on what products and/or
services they use. Customer segmentation assists in defining the
requirements of different groups. It also provides a basis for
understanding similarities among customers. It also clarifies which
customers may be impacted by improvement efforts focused on
particular products or services.

Instructions

1. Take the information recorded on the Who Are Our Customers?

form, and write the name of each customer on a 3x5 index card or
post-it. If you have information about the product or service used by
that customer, note that also on the card/post-it.

2. Place the cards/post-its so they can be seen by all team members.

Review each card with the team, and indicate products or services
used if this information is not already noted.

3. Using the affinity diagram process (Brassard, 1989; Brassard &

Ritter, 1994), ask team members to sort the customers into four
groups based on similarities they have. These segments can relate to
the products or services they use, their organizational location, and
their relationships with the organization. The affinity diagram
process usually requires no talking among group members while
engaged in the task. It also gives each member the opportunity to
change the placement of any items in any group.

4. Allow members to continue the sorting process without any discussion

until all members can accept the current sorting. Then discuss the
groupings and come up with a segment name for each grouping.

5. Record both the name of the segment and the list of customers in
that segment on the Customer Affinity Diagram form. Use multiple
copies of the form as needed.

29
 ✍ Customer Affinity Diagram (Continued)
6. Note that customers can be segmented in a number of different
ways. Use the segmentation that makes the most sense in regards to
the emphasis of the particular improvement effort. The team may
want to use the affinity process a number of times to generate
various segmentations of customers, and then discuss which
segmentation makes the most sense for the task at hand.

30
 Identifying Customer
Requirements

In addition to defining customers, the team must also address what

those customers want, and how to measure whether they are getting
what they want. Customers’ needs and expectations are usually
tapped through their reactions to the use of current products or
services. Customers are often concerned with requirements related
to quality, cost, and timeliness. It is recommended that members
meet with customers face-to-face several times during this phase of
process improvement. Several forms are provided to assist with
identifying and defining customer requirements.

31
 Customer Background Information
Process: Date: / /

What products and/or services has this customer acquired or used from your
organization in the past?

How often does this customer acquire products/services from you?

How long has this customer been using your products/services?

How much of your budget is related to products/services for this customer?

Does this customer have any pattern in the acquisition or use of your products/services?

Does any complaint data exist to help clarify customer requirements?

Do other customer satisfaction data exist?

Does this customer refer other organizations to you? Who?

32
✍ Customer Background Information
Use this form to gather information about customers before meeting
with them. This type of information is sometimes referred to as
archival or historical data. Most organizations maintain information
regarding the types of products and/or services delivered to
customers, when, in what quantity, etc. Financial databases may
provide indicators of the amount of business provided to particular
customers. Service-related departments often have information
regarding complaints made by customers, along with requests for
particular capabilities.

Instructions

1. Gather the information discussed on the form from databases,

records, and information from employees.

2. Summarize the information gathered on the Customer Background

Information form.

3. Take a completed copy of this form with you when going to meet
with customers to obtain clarification of their needs and how well
those needs are currently being satisfied. The meeting with the
customer may start by you sharing the information on the Customer
Background Information form.

4. Also take a copy of the next form, the Customer Interview form,
when going to meet with customers to discuss their needs.

33
 Customer Interview Form
Process: Date: / /
Interviewer(s) Date(s)
Customer: Phone:

Customer’s
Organization:

Department/Division:

Interviewer: Length of interview:

What products and services do we currently provide?

What are the most important features or characteristics of the products/services

we provide you?

1 of 3
34

1
✍ Customer Interview Form
Use this form to summarize information collected during interviews
with customers. Use a separate form for each customer. By making
copies of the form, you can use it both during the interview, and as
a summary of the most critical information collected from
customers.

Instructions

1. In preparation for the customer interview, review any information

you were able to collect for the Customer Background Information
form.

2. The Customer Interview Form provides general areas to cover in a

customer interview. These questions are general in nature so as to
apply to the majority of customers. They are stated in a way that
allows customers to address those things most important to them.
Space is provided for questions the interviewer wants to add, or for
information that comes up during the interview.

3. Fill in the information at the top of the form, including the

customer’s name, phone number, organization, department/
division. Also note who conducted the interview, and how long the
interview took.

4. When recording customer information on the form, write down the

customer’s exact words so you don’t add interpretation or bias at
this point of data collection.

5. Certain techniques also help customers communicate what they

want, such as reviewing lists of features/options, inquiring about
past use of a product and/or service, or asking about products/
services provided by competitors. Experience interviewing
customers will give you skills to elicit detailed information about
what customers desire.

35
 Customer Interview Form (Continued)

What aspects of our products/services are you satisfied with?

What needs improving?

2 of 3
36
 Customer Interview Form (Continued)

Additional Comments and Observations

3 of 3
37
 Product/Service Assessment Form
Process: Date: / /

Customer: Product/Service:

Characteristic Ratings of Importance and Satisfaction

Importance
1 2 3 4 5
I* SLow
✟ High
Concerns/Suggestions
Satisfaction
1 2 3 4 5
Low High

Importance
1 2 3 4 5
SL
✟ ow High
I* Concerns/Suggestions
Satisfaction
1 2 3 4 5
Low High

Importance
1 2 3 4 5
SL
✟ ow High
I* Concerns/Suggestions
Satisfaction
1 2 3 4 5
Low High

Importance
1 2 3 4 5
SL
✟ ow High
I* Concerns/Suggestions
Satisfaction
1 2 3 4 5
Low High

38
✍ Product/Service Assessment Form
This form assists in summarizing the wealth of information gathered
during customer interviews along with documenting customers’
current satisfaction and priorities. Use one form for each customer.

Instructions

1. Use the information summarized on the Customer Interview form

to identify product/service characteristics important to your
customers.

2. Identify the product/service on the top of the form. Use separate

forms for each product/service. List the characteristics for the
identified product/service on this form, using multiple copies of the
form as needed to record additional characteristics.

3. Take the completed forms and additional blank copies of the form
with you to meet with the customer again to discuss if the
information you have listed is correct and complete. If a
characteristic has been left off, add it to the list.

4. Ask the customer to then rate both the importance of and

satisfaction with each characteristic using the 5-point scale
provided. Record these ratings on the form.

5. If need be, jot notes under the name of the “characteristic” column
to clarify why the customer is or is not satisfied, ideas for
improvements, etc.

6. Review the ratings once the customer has gone through the entire
list of product/service characteristics. As a general rule of thumb,
characteristics rated as high in importance (a “4” or “5”) but low in
satisfaction (a “1” or “2”) suggest those characteristics to focus on
first.

39
 Quality Characteristics Worksheet
Process: Date: / /

Customer: Product/Service:

Quality Characteristics Measure(s) of Quality Characteristics

40
✍ Quality Characteristics Worksheet
Process improvement efforts focus on connecting customer
requirements to product/service characteristics to quality
characteristics that can be measured. This form records the quality
characteristics associated with the product/service characteristics
that will be the focus of the improvement effort. Since most
customers have difficulty answering general questions about
requirements and characteristics, the information recorded on PIN
forms will serve as something to which customers can react.

Instructions

1. List the customer, the product/service, and the quality

characteristics identified as those you will target based on customer
comments and information on the Product/Service Assessment
Form.

2. Describe measure(s) that could be indicators of those quality

characteristics. Include in that description any instruments or tools
used to measure, and the procedures of measurement.

3. Meet with the customer to review your list of quality characteristics

and measures for each.

4. Make any revisions necessary based on customer feedback.

5. Update the information on the Quality Characteristics Worksheet.

Also discuss with the customer whether current measures seem to
be good indicators for gauging their requirements.

6. If no measures exist, jot down thoughts on what measures could be

developed. Also record any other information about measures the
customer may provide.

41
 Selected Processes
Process: Date: / /

Process Identified for Change

Process Improvement Goal

Products/Services Effected

Customer Impact

42
✍ Selected Processes
Customer requirements are the basis for selecting processes upon
which to focus improvement efforts. Select processes that are
thought to impact the product/service characteristics important to
the customer. Quality characteristics help to identify what about a
process needs improving, along with measuring the impact of
improvement efforts. Selecting these processes is part of specifying
what is the goal of process improvement. This information can be
summarized on the Selected Processes form.

Instructions

1. Briefly describe the process chosen for improvement. Use one form
for each process. Note the reasons for selecting this process.

2. Describe the process improvement goal or desired change in the

products or services associated with the process improvement
effort.

3. Describe the products/services that will be affected by process

improvement activities.

4. Identify the desired customer impact of the process improvement

effort.

43
44
 Describing the Process and
Potential Causes of Quality

PIN forms in this section summarize information resulting from

team brainstorming and idea-generating efforts related to describing
the process under consideration. A process is a set of causes and
conditions that repeatedly come together to transform inputs into
output (Department of the Navy, 1994c). A process can be thought
of as a sequence of steps or a series of tasks or operations that results
in a product or service.

A number of tools and techniques are helpful in describing processes

(Brassard, 1989; Brassard & Ritter, 1994). The PIN forms in this
section record the team’s ideas about how the process works, and
key components of the process. The Flow Chart form and the Cause
and Effect diagram can be used by the team to summarize the
process they are working to improve. These forms can be used in
many places in the PDCA cycle. They are to be copied and used as
many times as needed throughout the process improvement effort.

45
 Brainstorming Form
Process: Date: / /

Topic of Brainstorming Session:

Idea Votes Idea Votes

46
✍ Brainstorming Form
This form is designed to record the ideas generated after a
brainstorming session. Make as many copies of this form as needed
to record all the ideas generated, or a summary of the ideas
generated. The information recorded on the Brainstorming Form can
then be used with the next two forms, Multivoting Worksheet and
the Affinity Diagram of Potential Causes of Quality. It is a good idea
to record all the ideas raised during your brainstorming sessions, for
they can be revisited as part of your continuous improvement efforts.

Instructions

1. Write the topic of the brainstorming session on a board so that all

team members can see.

2. Ask the team members to call out any ideas they have on potential
causes of quality as it relates to the topic.

3. Record each idea on the Brainstorming Form. If a transparency of

the brainstorming form is made and an overhead projector is used,
then all team members can see the list of ideas as it is generated. If
a chalk board, white board, or flip chart is available, ideas can be
listed here and copied onto the Brainstorming Form after the session
is completed.

4. Remind team members that there are to be no comments, laughs,

questions, or other discussion of ideas until the brainstorming
process is through.

5. Photocopies of this form can be used for additional ideas.

6. The results from a brainstorming session may be used with

prioritization and categorization tools to clarify the process and
potential key relationships.

7. The small line following each idea is provided so information

regarding the priority of ideas can be easily recorded on the
Brainstorming Form.

47
 Multivoting Worksheet
Process: Date: / /
No. of Top 10 Votes
Topic:

Condensed List of Ideas No. of Top 3 Votes No. of Top 3 Votes

Potential Causes of Quality

48
✍ Multivoting Worksheet
Multivoting is a technique designed to reduce the total number of
ideas generated in brainstorming to a more manageable number.
Instructions
1. Use the Brainstorming Form to develop the list of ideas regarding
causes of quality influencing the process improvement goal (or the
topic under consideration). Number the original ideas.
2. Make copies of the completed brainstorming form for each team
member.
3. Ask each team member to select the ten ideas they believe are most
influential to the topic under consideration and to put a star by these
ten.
4. Read off each idea and ask team members to raise a hand if this was
one of their top ten. Record that number on the small line to the right
of the idea on the Brainstorming Form.
5. Go down the list, count and record how many people picked each
idea as one of their top ten.
6. Look at the number of votes for each item. The ten items with the
largest number of votes are recorded on the Multivoting Worksheet,
under the heading “Condensed List of Ideas.” Also record the
number of votes for each idea under the “No. of Top Ten Votes”
column.
7. Repeat the voting process on the “Condensed List of Ideas,” with
group members voting on the top three potential causes of quality.
8. Read off each idea on the “Condensed List of Ideas” and ask team
members to indicate if this was one of their top three. Record that
count under the “No. of Top Three Votes” column.
9. Record the three ideas with the most votes under the “Potential
Causes of Quality” heading in rank order with the idea with the
most votes being listed first.
10. Review the results and see if the team agrees that the most important
issues are listed under the “Potential Causes of Quality.” Discuss
why these are seen to be the most influential causes of quality, and

49
 Affinity Diagram of Potential Causes of Quality
Process: Date: / /

Category Name:

Category Name:

Category Name:

Category Name:

50
✍ Affinity Diagram of Potential Causes of Quality
The Potential Causes of Quality form is designed to record the
results of an affinity process in such a way that they can then be used
to construct a cause and effect diagram.

Instructions

1. Transfer all of the individual ideas resulting from a brainstorming or

similar idea generating session onto 3x5 index cards or post-its.

2. Lay out the cards/post-its so they can be seen by all group members.

3. Ask the group members to silently sort the cards/post-its into groups
based on their relationships to one another and their impact on
process quality.

4. Allow members to move cards/post-its until everyone can live with

the sorting.

5. Discuss each category, and, as a team, give the category a name.

6. Record the category name on the Potential Causes of Quality.

7. Under the name write all the comments associated with the
category. You may want to order these in terms of their potential
influence to the category. Those with the largest effect are listed
prior to the others.

8. If you have more than 4 categories, use an additional copy of the

form.

9. This information can then be used to construct a flow chart or cause

and effect diagram focusing on what are believed to be the most
probable causes of quality.

51
 Flow Chart

Process: Date: / /

Flow Chart Symbols

Start/Stop Activity Document

Direction Decision Connector (to another

of Flow Point diagram or page)

Symbol Description of
Step (Draw symbol) Activity

52
✍ Flow Chart

Flow charts depict the sequence of steps and decisions in a process,

and can display the steps of processes at a number of different levels
of specificity. Flow charts are useful for identifying boundaries of
processes and places where measurements are important. They are
also useful as communication devices and training instruments.
They also document how the process operated before improvement
efforts were initiated.

Instructions

1. Label the process the flow chart represents.

2. Use the Step box to number each process step in its appropriate
order. These numbers are useful because steps are often forgotten.
You can add a step 1a or 1b later in the form, and the numbering
shows that these steps go between step 1 and 2 when you draw the
completed flow chart.

3. Map out each step in the process, beginning with inputs from
suppliers through to outputs to customers. It is important to map out
how the process actually works, not how it’s supposed to work. This
may require some information from those actually involved in the
process.

4. For each step, draw the symbol that applies in the “Symbol” column
(see the flow chart symbols for examples).

5. For each step, write a description or explanation in the “Description

of Activity” box.

6. Use the information in this form to draw the flow chart on a plain
piece of paper.

53
 Cause and Effect Diagram

Process: Date: / /

54
✍ Cause and Effect Diagram
The cause and effect diagram is a common tool used by process
improvement teams to describe potential causes of quality impacting
on a particular effect. Cause and effect diagrams can be used at
varying levels of specificity, and can be applied at a number of
different times in process improvement efforts. It is very effective in
summarizing and describing a process and factors impacting on the
output of that process. Use this tool as it fits with your particular
process improvement efforts. It is possible that you will have a
number of cause and effect diagrams depicting various aspects of the
team’s process improvement efforts.

Instructions

1. The information documented on PIN forms can be used to construct

a cause and effect diagram. Review the Team Charter, the
Brainstorming Form, Affinity Diagram of Potential Causes of
Quality, and the Flow Chart for information to display in terms of a
cause and effect diagram.

2. The Cause and Effect Diagram form provides four categories of

potential causes of quality. The common categories of personnel,
machine, methods, and materials work with the form. The team can
also substitute other category names if desired. Constructing your
own cause and effect diagram on a blank sheet of paper may be
most appropriate, particularly if there are more than four categories
of potential causes of quality. A number of excellent sources are
available to provide you with more information on constructing
Cause and Effect diagrams (Brassard, 1989; Brassard & Ritter,
1994; Ishikawa, 1982).

3. Indicate on the box at the far right of the form when it is turned
horizontally what effect, output, or improvement goal is being
portrayed.

4. Label the remaining boxes to show the categories of potential

causes of quality.

55
 ✍ Cause and Effect Diagram (Continued)
5. On each of the four diagonal lines, draw smaller horizontal lines to
represent subcategories, and indicate on these lines information that
is thought to be related to the cause. Draw as many lines as are
needed, making sure that the information is not too crowded and is
legible.

6. Use the diagram as a discussion tool to help better understand how

to proceed with process improvement efforts. The diagram can also
be used to communicate the many potential causes of quality that
impact on the effect/output/improvement goal.

56
 Establishing Data Collection
Procedures

Efforts to improve processes focus on establishing current levels of

performance and variation, and assessing changes in performance
and variation due to process improvement efforts. Typically three
types of measures are useful to process improvement activities:

Outcome measures: Measures of customers’ reactions to the product

or service provided. Customer satisfaction is a typical outcome
measure. Does the product/service satisfy customer needs?

Output measures: Measures of the actual product or service, often

expressed in terms of physical dimensions and/or capabilities.

Process measures: Measures of the actual processes that are used to

study variation and the impact of improvement efforts on variation.

In practical use, quality improvement teams typically begin with

outcome measures, and tie those outcome measures to output
measures. From there, attention is directed to measures of some
aspect of the process thought to impact the output and outcome. See
the DON TQL course curriculum for more information on the
different types of measures (DON, 1994b; Rodriguez, Konoske &
Landau, 1994).

57
 Outcome and Output Measures
Process: Date: / /

Process Improvement Goal

Outcome Measures

Output Measures

58
✍ Outcome and Output Measures
Process improvement efforts typically begin with information from
customers that they are not satisfied or their needs are not being met.
It is from here that process improvement efforts are often initiated.
Practical experience shows that quality improvement efforts often
start with indicators on outcome measures. These outcome measures
are then tied back to output measures of a particular product and/or
service. From there, output measures are related to actual measures
of the process.

This form focuses on outcome and output measures. These two types
of measures are important for they relate to different aspects of
process improvement. If the goals of the improvement efforts are
well-specified in terms of what customers desire, then
improvements in the process should lead to improvement on the
outcome measures. If output measures of particular products and/or
services reflect things important to customers, then stabilization and
improvement of the process should lead to improved output
measures, and in turn improved outcome measures.

Instructions

1. Describe the process improvement goal. If more than one goal

exists, use separate forms for each goal.

2. Describe the outcome measures in terms of name, and the type of

data, method of measurement, whether historical data exists on
these measures, and the usefulness of that historical data.

3. Describe the output measures that relate to the improvement goal

and outcome measures in terms of name, type of data, method of
measurement, and whether historical data exists.

59
 Process Measures
Process: Date: / /

Process Improvement Goal

Process Variable

Existing Measures

Name Description

Measures to Develop

Name Description

60
✍ Process Measures
Process measures are those measures used to gauge the impact of
improvement activities on the process itself. It is very likely that
measures will have to be developed to tap into critical aspects or
variables in the process. Those working in the process are often best
able to generate ideas on meaningful process measures.

Instructions

1. List the process improvement goal.

2. Record the process variable (aspect of the process) under

consideration. Use one form for each process variable if you have
more than one.

3. Describe any existing measures for this process variable.

4. List ideas for new measures of the process variable. Record the
name of the measure, and a short description of what it is.

61
 Data Collection Plan
Process: Date: / /

What measure is to be collected?

How will the data be collected?

When will the data be collected?

Where will the data be collected?

Who will collect the data?

62
✍ Data Collection Plan
The Data Collection Plan summarizes the important information
about this critical task on to one form. Complete the form for each
measure for which data will be collected. It is likely that this form
will be used many times during process improvement activities.

Instructions

1. Describe the type of data that will be collected for each measure
under consideration. Use one sheet for each measure.

2. Specify how the data will be collected. Systematic procedures

concerning the construction of a recording form, consistent use of
the recording form, and data sampling must be formalized and
described here. This includes such details as the number of digits
after the decimal point to use when recording all types of data
(including measures of time), as well as rounding procedures.
Record these procedures in the space provided.

3. Describe the appropriate time interval to be used in data collection

in the “When” section. This interval will be determined by the cycle
time of the process.

4. Describe where the data will be collected. All measurements must

occur in the same location.

5. Record the names of the individuals who will carry out the specific
data collection task.

63
64
 Collecting and Analyzing Data

There are many tools for collecting and analyzing data. The PIN
forms in this section cover the common methods used for data
collection and analysis. There are many other methods and formats
that can be used to collect and analyze data. Often quality
improvement teams find it most useful to construct their own data
collection sheets.

Inclusion of particular data analysis forms does not suggest that all
teams must use these particular techniques. Teams need to determine
which analysis techniques relate to their particular situations and
goals, and use the PIN forms accordingly. The control chart forms
will most likely be useful to all quality improvement teams, since
control charts are the basis upon which data are analyzed for special
and common cause variation.

65
 Data Collection Sheet
Process: Date: / /

Measure

Measurement Date Time Where Who

66
✍ Data Collection Sheet
This form can be used as a data collection sheet to record the
collection of data for any kind of measure. This form can also serve
as a model that is modified by the team to best suit the particular data
collection effort. Use multiple copies of this form as needed.

Instructions

1. Write the name of the measure and a short description at the top of
the form that includes equipment or tools used to measure and any
notes on the measurement procedure. If you plan to collect a lot of
data, describe the measure and then make copies of the form for data
collection.

2. Record the value of the measure in the column labeled

“Measurement.” Conventions concerning the desired decimal place
to record or the rounding of the value should already be clear and
specified on the Data Collection Plan form.

3. Record the date of each measure taken, in the “Date” column.

4. Record the exact time each measure was taken, in the “Time”
column. The precision of this aspect of the data collection will vary
with the nature of the measure and should be decided prior to data
collection.

5. Describe the location where each data point was taken in the
“Where” column.

6. Record the name of the person who collected each data point in the
column labeled “Who.”

7. Use this data as input to any of the data analysis forms in this
section.

67
68
Measure:

Date
Process:

Interval/Category Total
Check Sheet
Date:
/
/

Total
✍ Check Sheet
The check sheet is a basic form that can be used in any data
collection effort. Teams often want to construct their own check
sheets tailored to their situations. A simple check sheet form is
provided as an example.

Instructions

1. Label the measure for which data will be collected.

2. Determine the type of data you are going to be recording:

continuous (e.g., weights, measurements) or discrete (e.g.,
categories of product types, types of customer complaints).

3. If measuring continuous data, indicate the measurement intervals in

the “Interval/Category” column.

4. If measuring discrete data, list the categories in the “Interval/

Category” column.

5. For each measurement taken, indicate the date and the interval or
category in which it falls by checking the appropriate box on the
check sheet.

6. The “Total” space allows you to add all the checks in a row and/or
in a column. These totals may be helpful for plotting the information
as a pareto chart.

7. The data from the check sheet can be summarized in a number of

ways, such as with a pareto chart or histogram. Forms for both of
these tools follow.

69
 Pareto Chart of Causes of Quality
Process: Date: / /

Topic/Measure

Interval/Category Frequency Percentage Rank

Total
1 of 2
70
✍ Pareto Chart of Causes of Quality
A pareto chart can help identify the relative contribution of factors
to process variation. Those factors found to have the most affect on
process variation should be addressed first.

Instructions

1. Describe the topic or measure that is being plotted (e.g., reasons for
customer complaints).

2. Write the names of the categories under the “Interval/Category”

heading. Intervals/categories indicate the types of events that will be
counted for the variable of interest (e.g., cracks, scratches).

3. Record the number of occurrences (counts) under the “Frequency”

heading. This information can be collected using check sheets, and
then summarized on this form.

4. Calculate the percentage for each category by dividing the

frequency in each category by the sum of all frequencies. Record the
answers in the “Percentage” column.

5. Rank the categories by the total value under the “Frequency”

column. Record the “Rank” in the right hand column.

71
 Pareto Chart of Causes of Quality (Continued)

Process: Date: / /

Interval/Category
Topic/Measure:

Measurement
Scale

2 of 2
72
✍ Pareto Chart of Causes of Quality (Continued)
6. Use the graph paper to plot your results. Write the names of the
categories under the “Interval/Category” heading on the x-axis of
the graph paper. List the Interval/Category names in rank order, with
the most frequent listed first. Space the heading as is appropriate for
the number of different intervals/categories you have. Often it is
helpful to draw a slanted line off the side of the graph in the margin
and then write the names on the lines.

7. Indicate the measurement scale on the y-axis (vertical axis).

8. Plot the data in order of rank so the data are displayed in decreasing
order along the horizontal axis (x-axis).

9. If desired, calculate the cumulative percentage by summing

percentages for each interval/category. This also can be plotted on
the graph, if desired.

73
 Histogram Worksheet
Process: Date: / /

Topic/Measure

Class Class Intervals Mid-Value Frequency Frequency

Number Lower Upper Tally Total

74
✍ Histogram Worksheet
Histograms can be used to see how much variation exists in a
specific process variable.
Instructions
1. Collect and record your data using a check sheet or similar form.

2. Write the topic or name of the measure and a short description in the
“Topic/Measure” box.

3. Determine the number of classes into which the data are grouped.
The appropriate size of the interval will depend on the data and on
the extent to which it is necessary to depict small scale differences
between data points.

4. Identify these classes by number under the “Class Number”

heading. Record these classes in ascending order, from lowest to
highest.

5. Identify the largest and smallest values in the data set for each class.
Record this information under the “Class Intervals” heading, the
smallest value in the class listed under “Lower,” and the largest
value in the class listed under “Upper.” The mid-value for the class
is listed in the “Mid-Value” column.

6. For each data point that falls into a class, record a tally under the
“Frequency Tally” column.

7. Total the number of data points in each class. Record this total under
the column “Frequency Total.”

75
 Histogram Worksheet (Continued)
Process: Date: / /

Class Intervals
Topic/Measure:

Measurement
Scale

76
✍ Histogram Worksheet (Continued)
Instructions
8. Plot the results on the graph paper provided. Indicate what is being
graphed on the “Topic/Measure” line.

9. Use the class interval boundaries to define the horizontal axis scale.

10. Use the frequency total values to determine the height of the bar for
each class.

11. Draw bars for each class to show the distribution of the data.

77
 Scatter Diagram Worksheet
Process: Date: / /

X Variable (Horizontal Axis) Y Variable (Vertical Axis)

X Y X Y
Order Variable Variable Order Variable Variable

78
✍ Scatter Diagram Worksheet
Scatter diagrams are used to understand the association between two
variables. The Scatter Diagram Worksheet records and organizes
data for constructing a scatter diagram.

Instructions

1. Define the “X Variable” in the appropriate space on the form. This

variable is often thought of as the cause variable, and is typically
plotted on the horizontal axis.

2. Define the “Y Variable” in the appropriate space on the form. This

variable is often thought of as the effect variable, and is typically
plotted on the vertical axis.

3. Number the pairs of x and y variable measurements consecutively.

Record each pair of measures for x and y in the appropriate
columns. Make sure that the x measures that correspond to the y
measures remain paired so that the data are accurate.

4. Plot the x and y data pairs on the graph paper provided. This is done
by locating on the horizontal axis the x value, then locating on the
vertical axis the y value, and then drawing a point where these two
points intersect on the graph.

5. Study the shape that is formed by the series of data points you just
plotted. In general, conclusions can be made about the association
between two variables (referred to as x and y) based on the shape of
the scatter diagram. Scatter diagrams that display associations
between two variables tend to look like elliptical spheres to straight
lines.

6. Scatter diagrams where the plotted points appear in a circular

fashion show little or no correlation between x and y.

79
 Scatter Diagram Worksheet (Continued)
Process: Date: / /

x Variable:
y Variable:

80
✍ Scatter Diagram Worksheet (Continued)
7. Scatter diagrams where the points form a pattern of increasing
values for BOTH variables shows a positive correlation: as values of
x increase, so do values of y. The tighter the points are clustered in
a linear fashion, the stronger the positive correlation, or association
between the two variables.

8. Scatter diagrams where one variable increases in value while the

second variable decreases in value show a negative correlation
between x and y. Again, the tighter the points are clustered in a
linear fashion, the stronger the association between the two
variables.

9. The actual strength of the association between the two measures can
be calculated. See Ishikawa (1982) for more information about the
scatter diagrams and correlations.

81
 UNIT OF MEASURE MEASUREMENT DESCRIPTION

82
PROCESS DATE

1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25

COUNTS
Run Chart

1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25

DATE
TIME
COUNT
NOTES
✍ Run Chart
Run charts are used to reveal patterns in data over time. They can
also be used to document when the process returns to a stable state.
Run charts can use any number of different measurement scales,
such as frequency counts, percentages, and interval measurements.
This form helps you to record and plot your data.

Instructions

1. At the top of the form, describe the unit of measure used to record
the data (e.g., inches, degrees). Also describe the measure, the
process with which it is associated, and the period of time (“Date”)
covered by the control chart.

2. At the bottom of the form, record the date, time, and count in the
appropriate columns.

3. Compute the center line using either the median or mean. Then plot
the center line on the graph.

4. Plot each data point on the graph paper provided. Then connect the
dots with a ruler.

5. In interpreting the Run Chart, follow two general rules of thumb.

Investigate patterns of nine points above or below the center line, or
any upward or downward trends of seven points. For more
information, refer to Rodriguez, Konoske, & Landau (1994).

Note: This chart was developed by Rodriguez, Konoske, & Landau (1994).

83
 UNIT OF MEASURE MEASUREMENT DESCRIPTION

84
PROCESS DATE

1 of 2
1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25

MEASURE OF LOCATION
MEASURE OF VARIATION
1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25

DATE
TIME
1
2
Variables Control Chart (X and R)

SAMPLE
4

SUBGROUP,
MEASUREMENT
5

SUM
LOCATION
VARIATION
✍ A Variables Control Chart X and R

The control chart serves as a tool to assess and describe process

variation. The Variables Control Chart is used with continuous scale
data. For more information about this control chart, see Rodriguez,
Konoske, & Landau (1994), or Wheeler & Chambers (1992).
Instructions
1. At the top of the form, describe the unit of measure used to record
the data (e.g., inches, degrees). Also describe the measure it is
associated with and the period of time (“Date”) covered by the
control chart.
2. At the bottom of the form, list the date and time for each
measurement, and the value of the measure. For the first
measurement of the first subgroup/sample, record the value of the
measure in the row labeled “1” under the column labeled “1.” For
the first measurement of subsequent subgroups/samples, record
these values in the rows labeled 2, 3, 4, 5 under the column labeled
“1.”
3. Total the values in this first column (labeled “1”), and record this
value in the “SUM” box.
4. Indicate the location for each subgroup/sample by calculating the
mean. The mean is calculated by dividing the sum of the values by
the number in the subgroup/sample. Write this value in the
“LOCATION” box.
5. Indicate the variation for the subgroup/sample by calculating the
range. The range is calculated by subtracting the smallest (lowest)
value in the subgroup/sample from the largest (highest) value in the
subgroup/sample. Write this value in the box labeled
“VARIATION.”
6. Continue recording data in a similar fashion on the bottom of the
form. The form supplies space for 25 measurement recordings.

Note: This control chart form was developed by Rodriguez, Konoske, & Landau
(1994).

85
 86
2 of 2
Rules for Defining Special Cause Signals Formulas (X and R) Table of Constants

Rule 1 Rule 2 n = ______ k = ______ n A2 D3 D4

UCL
Zone A
Zone B
D4 = ______ A2 = ______ 2 1.880 — 3.268
Zone C 3 1.023 — 2.574
Zone C
Zone B X=
ΣX _____
= 4 0.729 — 2.282
Zone A k
LCL 5 0.577 — 2.114
1. Any point outside of the control2. Two out of three successive points ΣR _____
R= k = 6 0.483 — 2.004
limits. fall on the same side of the center 7 0.419 0.076 1.924
Rule 3 line in zone A or beyond. A2R = ______ 8 0.373 0.136 1.864
UCL Rule 4 9 0.337 0.184 1.816
Zone A
Zone B UCL UCLX = X + A2 R = ______ 10 0.308 0.223 1.777
Zone C
Zone C LCLX = X - A2 R = ______
Zone B 11 0.285 0.256 1.744
Zone A
LCL 12 0.266 0.283 1.717
LCL
UCLR = D4 R = ______
13 0.249 0.307 1.693
3. Four out of five successive values
LCLR = D3 R = ______ 14 0.235 0.328 1.672
fall on the same side of the center 4. Eight successive points fall on
line in zone B or beyond. the same side of the center line.

DATE/TIME DESCRIPTION
Variables Control Chart (X and R) (Continued)
✍ Variables Control Chart (X and R) (Continued)
7. Indicate the number of measures in the subgroup/sample on page 2
of the control chart form in the right-hand box (n = __________).

8. Indicate the number of samples on page 2 of the control chart form

(k = __________).

9. Fill the appropriate values of the constants on page 2 of the control

chart form, selecting the values from the Table of Constants that
most closely match your subgroup/sample size (n).

10. Calculate the Upper Control Limit (UCLx) and Lower Control
Limit (LCLx) for the means using the formulas on page 2.

11. Plot the means and UCLx and LCLx for the means on page 1 of the
form labeled “MEASURE OF LOCATION.” The center line can
also be plotted (X).

12. Calculate the UCLR and LCLR for the ranges using the formulas on
page 2.

13. Plot the ranges and UCLR and LCLR for the ranges on page 1 of the
form labeled “MEASURE OF VARIATION.” The center line can
also be plotted (R).

14. Review the rules for defining special cause signals on page 2 of the
control chart form.

15. Circle in colored ink any special cause signals.

16. Use the space on page 2 of the control chart form labeled “DATE/
TIME” and “DESCRIPTION” to record any notes regarding
measurements, calculations, the occurrence of special cause signals,
and possible reasons for variations in the process.

87
 UNIT OF MEASURE MEASUREMENT DESCRIPTION

88
PROCESS DATE

1 of 2
1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25

MEASURE OF LOCATION
MEASURE OF VARIATION
1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25

DATE
TIME
Variables Control Chart (X and s)

2
3

SAMPLE
4

SUBGROUP,
MEASUREMENT
5

SUM
LOCATION
VARIATION
✍ Variables Control Chart (X and s)
The X and s control chart is another common chart used by process
improvement teams typically for larger sized subgroups/samples
(e.g., n > 15). For more information about this control chart, see
Rodriguez, Konoske, and Landau (1994), or Wheeler and Chambers
(1992).
Instructions
1. At the top of the form, describe the unit of measure used to record
the data (e.g., inches, degrees). Also describe the measure with
which it is associated and the period of time (“Date”) covered by the
control chart.
2. At the bottom of the form, list the date and time for each measurement,
and the value of the measure. For the first measurement of the first
subgroup/sample, record the value of the measure in the row labeled
“1” under the column labeled “1.” For the first measurement of
subsequent subgroups/samples, record these values in the rows
labeled 2, 3, 4, 5 under the column labeled “1.”
3. Total the values in this first column (labeled “1”), and record this value
in the “SUM” box.
4. Indicate the location for each subgroup/sample by calculating the
mean. The mean is calculated by dividing the sum of the values by the
number in the subgroup/sample. Write this value in the “LOCATION”
box.
5. Indicate the variation for the subgroup/sample by calculating the
standard deviation. The standard deviation is calculated for each
subgroup/sample using the following formula:
(ΣX)2
Σ(X - X)2 Σ X2 -
s= = n
n-1
n-1
6. Continue recording data in a similar fashion on the bottom of the form.
The form supplies space for 25 measurement recordings.

Note: This control chart form was developed by Rodriguez, Konoske, & Landau
(1994).

89
 90
2 of 2
Rules for Defining Special Cause Signals Formulas (X and s) Table of Constants

Rule 1 Rule 2 n= ______ k= ______ n A3 B3 B4

UCL
Zone A
2 2.659 — 3.267
Zone B B3 = ______ B4 = ______ A3 = ______
Zone C 3 1.954 — 2.568
Zone C
Zone B
4 1.628 — 2.266
Zone A
ΣX _____ s = Σs = _____
LCL
X= k = k 5 1.427 — 2.089
1. Any point outside of the control 2. Two out of three successive points A3s = ______ 6 1.287 0.030 1.970
limits. fall on the same side of the center 7 1.182 0.118 1.882
Rule 3 line in zone A or beyond. 8 1.099 0.185 1.815
UCL Rule 4 UCLx = X+ A3 s = ______ 9 1.032 0.239 1.761
Zone A
Zone B UCL 10 0.975 0.284 1.716
Zone C LCL x = X–A3 s = ______
Zone C
Zone B
11 0.927 0.322 1.678
Zone A 12 0.886 0.354 1.646
LCL UCLs = B4 s = ______
LCL 13 0.850 0.382 1.619
3. Four out of five successive values 14 0.817 0.407 1.593
fall on the same side of the center 4. Eight successive points fall on LCLs = B3 s = ______
15 0.789 0.428 1.572
line in zone B or beyond. the same side of the center line.

DATE/TIME DESCRIPTION
Variables Control Chart (X and s) (Continued)
✍ Variables Control Chart (X and s) (Continued)
7. Indicate the number of measures in the subgroup/sample on page 2
of the control chart form in the right-hand box (n = __________).

8. Indicate the number of samples on page 2 of the control chart form

(k = __________).

9. Fill the appropriate values of the constants on page 2 of the control

chart form, selecting the values from the Table of Constants that
most closely match your subgroup/sample size (n).

10. Calculate the Upper Control Limit (UCLx) and Lower Control
Limit (LCLx) for the means using the formulas on page 2.

11. Plot the means and UCLx and LCLx for the means on the graph
paper labeled “MEASURE OF LOCATION.” The center line can
also be plotted (X).

12. Calculate the UCLs and LCLs for the standard deviations using the
formulas on page 2.

13. Plot the ranges and UCLs and LCLs for the standard deviations on
page 1 of the form labeled “MEASURE OF VARIATION.” The
center line can also be plotted (s).

14. Review the rules for defining special cause signals on page 2 of the
control chart form.

15. Circle in colored ink any special cause signals.

16. Use the space on page 2 of the control chart form labeled “DATE/
TIME” and “DESCRIPTION” to record any notes regarding
measurements, calculations, the occurrence of special cause signals,
and possible reasons for variations in the process.

91
 UNIT OF MEASURE MEASUREMENT DESCRIPTION

92
PROCESS DATE

1 of 3
1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25

INDIVIDUAL VALUES (X)

Variables data

MOVING RANGE (mR)

Attribute data

1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25

DATE
TIME
X
mR
NOTES
Individual Values and Moving Range (X, mR)
✍ Individual Values and Moving Range
This control chart is used when there is only one measurement value;
in other words, a sample size of n = 1. It can also be used to measure
variation of counts and percentages when each count/percentage is
treated as a single observation. For more information about this
control chart, see Rodriguez, Konoske, and Landau (1994), or
Wheeler and Chambers (1992).

Instructions

1. At the top of the form, describe the unit of measure used to record
the data. Also describe the measure, the process it is associated with,
and the period of time (“DATE”) covered by the control chart.
2. At the bottom of the form record the measurements, with just one
measurement listed in each column.
3. Use the formulas on page 2 of the form to calculate the necessary
information for the control chart.
4. Plot the center line, the control limits, and the data points.

5. Assess whether the control limits are inflated. If so, use the formulas
provided on page 3 to recalculate the control limits, using the
median range.
6. Plot the information with the revised control limits on a new copy
of page 1 of the form.
7. Review the rules for defining special cause signals on page 2 of the
control chart form.
8. Circle in colored ink any special cause signals.

9. Use the spaces on page 2 and page 3 of the control chart form
labeled “DATE/TIME” and “DESCRIPTION” to record any notes
regarding measurements, calculations, the occurrence of special
cause signals, and possible reasons for variations in the process.

Note: This control chart form was developed by Rodriguez, Konoske, & Landau
(1994).

93
 94
2 of 3
Calculations for X chart:
Rules for Defining Special Cause Signals
Center line: X = ΣX = ______ = ______
Rule 1 Rule 2
UCL
k
Zone A
Zone B UCLX = X + 2.660 mR = _____ + (2.660) = ______
Zone C
Zone C
Zone B
Zone A
LCLX = X - 2.660 mR = _____ – (2.660) = ______
LCL

1. Any point outside of the control 2. Two out of three successive points Calculations for mR chart:
limits. fall on the same side of the center
Rule 3 line in zone A or beyond. Center line: mR = ΣmR = ______ = ______
UCL Rule 4
Zone A
k-1
Zone B UCL
Zone C UCLmR = 3.268 mR = (3.268) (_____) = ______
Zone C
Zone B
Zone A
LCL
LCL
(Formulas are based on a two-point moving range)
3. Four out of five successive values
fall on the same side of the center 4. Eight successive points fall on
line in zone B or beyond. the same side of the center line.

DATE/TIME DESCRIPTION
Individual Values and Moving Range (X, mR) (Continued)
 Revising Control Limits
Rules for Defining Special Cause Signals
IIf control limits are inflated, and the following two conditions are
Rule 2 I
Rule 1 present, revision of control limits is in order:
UCL
Zone A (1) Very few
Zone B
~ signals ~ are present in the original X chart
Zone C (2) 2.660 R > 3.144 R
Zone C
Zone B
Zone A Center line: X = ______
LCL

1. Any point outside of the control 2. Two out of three successive points ~
UCLX = X + 3.144 mR = _____ + (3.144) = (______) = ______
limits. fall on the same side of the center
Rule 3 line in zone A or beyond. ~
UCL Rule 4 LCL X = X – 3.144 mR = _____ – (3.144) = (______) = ______
Zone A
Zone B UCL
Zone C ~
Zone C Center line: mR = ______
Zone B
Zone A ~
LCL
LCL
UCL R = 3.865 mR = (3.865) (_____) = ______
3. Four out of five successive values
fall on the same side of the center 4. Eight successive points fall on
line in zone B or beyond. the same side of the center line.

DATE/TIME DESCRIPTION
Individual Values and Moving Range (X, mR) (Continued)

95
3 of 3
 96
UNIT OF MEASURE MEASUREMENT DESCRIPTION

1 of 2
PROCESS DATE

1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25

np

COUNTS
c

u
Attribute Control Chart

1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25

DATE
TIME
COUNT
NOTES
✍ Attribute Control Chart
This control chart is used with attribute, or categorical data. This
type of data is based on counts or values calculated from counts.
Attribute data can be plotted on this form as a np-chart, p-chart,
c-chart, or u-chart. See Rodriguez, Konoske, and Landau (1994), or
Wheeler and Chambers (1992) for more information and the
appropriate formulas for each of these control charts.

Instructions

1. At the top of the form, describe the unit of measure used to record
the data, describe the measure, the process it is associated with, and
the period of time (“DATE”) covered by the control chart. Also
check the type of control chart on the right side of the form.
2. At the bottom of the form record the measurements with one
measurement listed in each column.
3. Use the appropriate formulas to calculate the necessary information
for the control chart. Write the formulas used on page 2 of the form
under the heading “Calculations.”
4. Plot the center line, the control limits, and the data points.

5. Review the rules for defining special cause signals on page 2 of the
control chart form.
6. Circle in colored ink any special cause signals.

7. Use the spaces on page 2 of the control chart form labeled “DATE/
TIME” and “DESCRIPTION” to record any notes regarding
measurements, calculations, the occurrence of special cause signals,
and possible reasons for variations in the process.

Note: This control chart form was developed by Rodriguez, Konoske, & Landau
(1994).

97
 98
2 of 2
Rules for Defining Special Cause Signals Calculations
Rule 1 Rule 2
UCL
Zone A
Zone B
Zone C
Zone C
Zone B
Zone A
LCL

1. Any point outside of the control 2. Two out of three successive points
limits. fall on the same side of the center
Rule 3 line in zone A or beyond.
UCL Rule 4
Zone A
Zone B UCL
Zone C
Zone C
Zone B
Zone A
LCL
LCL

3. Four out of five successive values

fall on the same side of the center 4. Eight successive points fall on
line in zone B or beyond. the same side of the center line.

DATE/TIME DESCRIPTION
Attribute Control Chart (Continued)
 Taking Action on Special
and Common Causes

The PIN forms in this section summarize findings and actions based
on the quality improvement team’s data collection and analysis
efforts. The types of special and common cause variation found in
the process are summarized, along with the actions taken to reduce
first special, then common cause variation. The effects of changes to
the process are also summarized, along with the steps to make sure
that process improvements are maintained. These forms are crucial
to documenting and communicating the efforts of quality
improvement teams.

99
 Special Cause Improvement
Process: Date: / /

Describe Special Cause Selected

Actions Taken

Effects of Changes

100
✍ Special Cause Improvement
This form summarizes actions taken to address special causes, and
the results of those actions. One form is used for each special cause
selected for change.

Instructions

1. Briefly describe the special cause that was identified for change,
referring back to the control chart forms for specific information
concerning the special cause variation.

2. Describe the specific actions taken to address the special cause.

3. Describe the effects that resulted from these actions. Note changes
in measures indicating the effects of the change.

101
 Common Cause Improvement
Process: Date: / /

Describe Common Cause Selected and Recommended Change

Rationale

Operations/Departments/Individuals Effected by Change

Proposed Timeline and Resources Required for Change

102
✍ Common Cause Improvement
This form summarizes a plan for making changes to the process to
reduce common cause variation. This form can be sent to the
appropriate authority for approval. One form is to be used for each
common cause.

Instructions

1. Describe the common cause selected. Also describe the

recommendations or ideas for improving the process associated
with the common cause.

2. Summarize the data supporting the recommended change under the

“Rationale” heading.

3. List the “Operations/Departments/Individuals Affected by

Change.” Briefly summarize the way in which the proposed
changes will effect these groups.

4. Estimate the timeline required to test the recommended change.

Also, describe the resources (e.g., time, money, equipment,
expertise) required to make the change.

103
 Approval of Common Cause Improvement
Process: Date: / /

Approval of Selected Cause

Rationale

Change Agent

Resources Allocated

Timeline

104
✍ Approval of Common Cause Improvement
This form is designed to communicate approval of the plan to reduce
common cause variation.

Instructions

1. Describe the approved change under the “Approval of Selected

Cause” heading.

2. Briefly describe the “Rationale” for approving this change.

3. List the name(s) of the individual(s) assigned responsibility to carry

out the changes, collect the necessary data, and record the effect of
the change on outputs under the “Change Agent” heading.

4. Describe the “Resources Allocated” to the team for implementing

the approved change(s).

5. Project the time period allotted to test the change under the
“Timeline” heading.

105
 Types of Process Causes
Process: Date: / /

Special Causes of Variation

Common Causes of Variation

Impact of Improvement

106
✍ Types of Process Causes
This form summarizes the types of special and common cause
variation found in the process. It provides a quick summary of the
two types of variation, and what was done to improve the process in
terms of eliminating both special and common causes of variation.

Instructions

1. Review prior PIN forms to summarize the team’s process

improvement efforts.

2. List the special causes of variation and actions taken to reduce this
type of variation.

3. List the common causes of variation and the actions taken to reduce
this type of variation.

4. Indicate how changes to the process actually had an impact on

measures, particularly those reflecting customer satisfaction with
the improved product/service.

107
 Change Implementation Report

108
1 of 2
Report made by
Process:

Report made to

Recommendations Decisions
Change Implementation Plan

Date:
/
/
✍ Change Implementation
This form can be used to record communication of a Change
Implementation Plan. In addition, it lists the implementation
activities, and provides a means to track completion of each activity.

Instructions

1. Indicate who reported on the Change Implementation Plan, and to

whom the report was made.

2. List recommendations and decisions made, and the reason for those
decisions. If a recommendation is rejected, explain why it was
rejected (e.g., insufficient resources, conflicts with higher-level
policy).

3. On page 2 of the form, list the activities needed to implement

change. Include any plans for formal training, new process
specifications, new responsibilities for employees, new work
methods, and steps taken to inform customers of the improvement
actions.

4. Also indicate who will take the lead on each activity listed under the
“Person Responsible” column.

5. Record both the estimated start date and estimated end date in the
appropriate columns.

6. Record the actual start date and actual end date as they occur.

109
 Process:

110
Start Date End Date

2 of 2
Activity Person Responsible Estimated Actual Estimated Actual
Change Implementation Plan (Continued)
 References

Brassard, M. (1989). The memory jogger plus. Methuen, MA:

GOAL/QPC.
Brassard, M., and Ritter, D. (1994). The memory jogger II. Methuen,
MA: GOAL/QPC.
Deming, W. E. (1986). Out of the crisis. Cambridge, MA:
Massachusetts Institute of Technology.
Department of the Navy. (1992a). Team skills and concepts.
Washington, DC: Author.
Department of the Navy. (1992b). Total Quality Leadership source
guide. Washington, DC: Author
Department of the Navy. (1993a). Fundamentals of Total Quality
Leadership (Revised edition). Washington, DC: Author.
Department of the Navy. (1993b). Implementing Total Quality
Leadership (Revised version). Washington, DC: Author.
Department of the Navy. (1994a). Senior leader’s seminar (Revised
edition). Washington, DC: Author.
Department of the Navy. (1994b). Methods for managing quality
(Revised edition). Washington, DC: Author.
Department of the Navy. (1994c). Department of the Navy Total
Quality Leadership glossary. Washington, DC: Author.
Department of the Navy. (1996). The new starter kit for basic
process improvement. Washington, DC: Author.

Doherty, L. M., & Howard, J. D. (1993). Total Quality Leadership:

Strategic transformation in the Department of the Navy. Paper
presented at the Annual Federal Quality Institute Conference,
Washington, DC.

111
 Garrett, L. H. III. (1990). DON Executive Steering Group guidance
on Total Quality Leadership (TQL). Washington, DC:
Department of the Navy.

Houston, A., & Dockstader, S. L. (1993). A Total Quality

Leadership process improvement model (TQLO 93-02).
Washington, DC: Total Quality Leadership Office.

Ishikawa, K. (1982). Guide to quality control. White Plains, NY:

Kraus International Publications.

Kidder, P. J. (1995). Total quality leadership assessment survey.

Washington, DC: Department of the Navy.

Kinlaw, D. C. (1992). Continuous improvement and measurement

for total quality: A team-based approach. San Diego, CA:
Pfeiffer & Company.

Kume, H. (1985). Statistical methods for quality improvement.

White Plains, NY: Quality Resources.

Miller, L. M. (1991). Managing quality through teams: A workbook

for team leaders and members. Atlanta, GA: The Miller
Consulting Group, Inc.

Navy Personnel Research and Development Center. (1993a). Total

Quality Leadership climate survey. San Diego, CA: Author.

Navy Personnel Research and Development Center. (1993b). Total

quality implementation survey. San Diego, CA: Author.

Rodriguez, A., Konoske, P., & Landau, S. (1994). Systems approach to

process improvement. Washington, DC: Department of the Navy.

Scholtes, P. (1988). The team handbook. Madison, WI: Joiner

Associates Inc.

Schultz, L. E. (1989). The quality journal. Leadership Expectation

Setting Seminar presented by Process Management Institute,
Inc., Bloomington, MN.

112
Silberstang, J. (1995). Charting the course: The Department of the
Navy Total Quality Leadership curriculum guide (TQLO 95-01).
Washington, DC: Author.

Suarez, J.G. (1992). Three experts on quality management: Philip B.

Crosby, W. Edwards Deming, Joseph M. Juran (TQLO 92-02).
Washington, DC: Department of the Navy.

Tomasek, H. (1992). Improve processes with the quality journal.

Quality Progress, 25, 49-54.

Wasik, J., & Ryan, B. (1993). TQL in the fleet: From theory to practice
(TQLO 93-05). Washington, DC: Department of the Navy.

Wheeler, D. J., & Chambers, D.S. (1992). Understanding statistical

process control. Knoxville, TN: SPC Press.

113
114
✍ Appendix: Team Dynamics Forms
The forms in this Appendix can assist quality improvement teams to
plan and track team member training and development, and to assess
and enhance the dynamics and functioning of the team.

Team Development Plan ........................................................ 116

Team Dynamics Survey ......................................................... 118

Tally Sheet for the Team Dynamics Survey .......................... 122

Summary of the Team Dynamics Survey............................... 126

Graph of the Team Dynamics Survey .................................... 130

Team Dynamics Action Plan.................................................. 132

115
 Team Development Plan
Process: Date: / /

Name

Objective

Tool/Course

When

Where

Date Completed

Name

Objective

Tool/Course

When

Where

Date Completed

Name

Objective

Tool/Course

When

Where

Date Completed

116
✍ Team Development Plan
This form can be used to summarize team training needs and to
document the completion of the training over time.

Instructions

1. Make copies of this form so the originals may be used again. Each
block on the form relates to a particular team member. You will
most likely need 2 copies of the form, which provides 6 blocks for
6 team members. Use as many copies of the form as are needed to
cover all team members.

2. List the name of the team member who will receive training.

3. Describe the objective of receiving the training.

4. Describe how the team members will receive training in the Tool/
Course section. Some possible options are attending a DON course,
attending a course offered by the organization, or attending a course
offered by other public or private organizations. See the DON TQL
Curriculum Guide (Silberstang, 1995) for more information on DON
quality courses. Other methods of skill development include
distribution of reading materials, viewing videotapes, and attending
seminars.

5. Project the date when the team member will receive the training.

6. List where the training will occur.

7. Indicate the projected completion date of the training.

8. Complete the second block on the form for the second team
member, and the third block for the third team member.

9. Revise this form to record when training has been completed. It can
also be used by the team to gauge how well the established training
goals are being met.

117
 Team Dynamics Survey
Process: Date: // /

This survey assesses each team member’s perceptions of how well we are functioning as a team. Read
each item and then indicate how much you agree or disagree with it. Be honest in your feedback. The results
will be tallied and then discussed by the team so as to improve our effectiveness.

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Team Meetings

gr

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1. Our meetings begin and end on time. 1 2 3 4 5

2. We usually follow an agenda. 1 2 3 4 5

3. Most of our time is spent on important issues. 1 2 3 4 5

4. The team meets as often as needed. 1 2 3 4 5

5. Absenteeism at team meetings is not a problem. 1 2 3 4 5

6. There is follow-up on action items decided in

previous meetings. 1 2 3 4 5
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Roles and Responsibilities

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7. The team leader keeps the group focused. 1 2 3 4 5

8. The team advisor is effective. 1 2 3 4 5

9. All team members actively participate in meetings. 1 2 3 4 5

10. It is clear to me what my role is on the team. 1 2 3 4 5

11. No one person dominates our team meetings. 1 2 3 4 5

12. Responsibilities are distributed equally among

team members. 1 2 3 4 5

1 of 3
118
✍ Team Dynamics Survey
The Team Dynamics Survey has been developed to tap areas of team
effectiveness. The results from this survey provide the team with
data that can serve as a discussion tool for how the team members
can improve their functioning. The Team Dynamics Survey
evaluates team functioning in the following areas: Team Meetings,
Roles and Responsibilities, Communication, Decision Making,
Climate, and Overall Effectiveness.

The survey results will be most useful if team members provide

honest feedback. A team may choose to have the organization’s
quality advisor distribute, collect, and tally the survey results to
preserve anonymity and encourage honest feedback. It is
recommended the team complete the survey after 10-12 team
meetings. Subsequent assessments are recommended periodically,
every several months or as the team moves through phases of the
process improvement cycle.

Instructions

1. Copies of the survey are made for each team member.

2. The team leader and/or quality advisor can distribute the survey to
all team members, explaining its purpose, and emphasizing that all
members are encouraged to provide honest feedback. Ask members
to answer all the questions.

3. Each team member completes the survey based on his/her

perceptions of the group during the first 10-12 meetings.

4. The team leader and/or quality advisor collects the surveys by the
end of the meeting, and tallies the results using the Tally Sheet
(begins on page 124), the Summary form (begins on page 128), and
the Graph form (page 132).

119
 Team Dynamics Survey (Continued)

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Communication

isa e

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13. Team members communicate effectively with
one another. 1 2 3 4 5

14. I offer information in order to promote group

discussion. 1 2 3 4 5

15. Team members generally don’t interrupt one

another. 1 2 3 4 5

16. I can present alternate views to the team. 1 2 3 4 5

17. Team discussions are usually constructive. 1 2 3 4 5

18. I let other team members know that I appreciate

their input. 1 2 3 4 5

19. Team members pay attention when I contribute

to the discussion. 1 2 3 4 5

20. Team members who are absent from a meeting

are kept informed. 1 2 3 4 5
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Decision Making
isae e

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21. This team has an effective process for making

decisions. 1 2 3 4 5

22. We use data to help us make decisions. 1 2 3 4 5

23. I can influence decisions made by the team. 1 2 3 4 5

24. Decisions are usually made by consensus. 1 2 3 4 5

2 of 3
120
 Team Dynamics Survey (Continued)

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Climate

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25. New ideas and ways of doing things are
encouraged by team members. 1 2 3 4 5

26. This team offers an atmosphere conducive to

working together. 1 2 3 4 5

27. Team members appreciate my contributions to

the group. 1 2 3 4 5

28. Team members treat each other with respect.

1 2 3 4 5

29. There is an atmosphere of trust among team

members. 1 2 3 4 5
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Overall Effectiveness
isa e

A
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gr
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ee
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30. This team can accomplish what it is chartered to

do. 1 2 3 4 5

31. I am motivated to make this team do the best we

can do. 1 2 3 4 5

32. We are an effective team.

1 2 3 4 5

33. I am proud to be part of this team.

1 2 3 4 5

3 of 3
121
 Tally Sheet for the Team Dynamics Survey
Process: Date: / /
Use this form to tally the results of the Team Dynamics Survey.

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Team Meetings 1 2 3 4 5

1. Our meetings begin and end on time.

2. We usually follow an agenda.

3. Most of our time is spent on important

issues.

4. The team meets as often as needed.

5. Absenteeism at team meetings is not a

problem.

6. There is follow-up on action items

decided in previous meetings.

Roles and Responsibilities

7. The team leader keeps the group

focused.

8. The team advisor is effective.

9. All team members actively participate

in meetings.

10. It is clear to me what my role is on the

team.

11. No one person dominates our team

meetings.

12. Responsibilities are distributed equally

among team members.

1 of 3
122
✍ Tally Sheet for the Team Dynamics Survey
The tally sheet helps you combine the Team Dynamics Survey
results for all respondents to the survey. The results from this form
can be used to provide feedback, but will most likely be used as
input into the Summary of the Team Dynamics Survey form.

Instructions

1. Make copies of the Tally Sheet for the Team Dynamics Survey.

2. Record the results for each survey on the Tally Sheet. For example,
if a survey respondent on question #1 circled a “4” (Agree), then a
mark would be made under the Agree (4) heading for question #1
on the Tally Sheet.

3. Do the same for each item on the survey.

4. Then go to the next survey and record the responses for each item
in the same manner.

5. After recording all of the ratings on the Tally Sheet, add up all of the
tally marks for each box. Write and circle this number in each of the
boxes.

123
 Tally Sheet for the Team Dynamics Survey (Continued)

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Communication 1 2 3 4 5

13. Team members communicate effectively

with one another.

14. I offer information in order to promote group

discussion.

15. Team members generally don’t interrupt one

another.

16. I can present alternate views to the team.

17. Team discussions are usually constructive.

18. I let other team members know that I

appreciate their input.

19. Team members pay attention when I

contribute to the discussion.

20. Team members who are absent from a

meeting are kept informed.

Decision Making

21. This team has an effective process for making

decisions.

22. We use data to help us make decisions.

23. I can influence decisions made by the team.

24. Decisions are usually made by consensus.

2 of 3
124
 Tally Sheet for the Team Dynamics Survey (Continued)

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Climate 1 2 3 4 5

25. New ideas and ways of doing things are

encouraged by team members.

26. This team offers an atmosphere conducive to

working together.

27. Team members appreciate my contributions

to the group.

28. Team members treat each other with respect.

29. There is an atmosphere of trust among team

members.

Overall Effectiveness

30. This team can accomplish what it is chartered

to do.

31. I am motivated to make this team do the best

we can do.

32. We are an effective team.

33. I am proud to be part of this team.

3 of 3
125
 Summary of the Team Dynamics Survey

Process: Date: / /
Use this form to summarize the results from the Tally Sheet for the Team Dynamics Survey.

Total number of team members Neither Agree

who took the survey __________ Disagree nor Disagree Agree

Team Meetings n % n % n %

1. Our meetings begin and end on time.

2. We usually follow an agenda.

3. Most of our time is spent on

important issues.

4. The team meets as often as needed.

5. Absenteeism at team meetings is not

a problem.

6. There is follow-up on action items

decided in previous meetings.

Total

Roles and Responsibilities

7. The team leader keeps the group

focused.

8. The team advisor is effective.

9. All team members actively

participate in meetings.

10. It is clear to me what my role is on

the team.

11. No one person dominates our team

meetings.

12. Responsibilities are distributed

equally among team members.

Total
1 of 3
126
✍ Summary of the Team Dynamics Survey
It is common to collapse the rating categories when summarizing
survey results so that simple comparisons can be made between the
number of negative, neutral, and positive responses to a question.
This form will help you do this.

Instructions

1. Record the number of team members who completed the survey on

the Summary form.
2. Add together the number of people who answered “Strongly
Disagree” (1) or “Disagree” (2) on the Tally Sheet for question #1.
Record this sum on the Summary form in the Disagree column,
labeled “n” for the number of responses.
3. Calculate the percent of respondents who “Disagree” by dividing the
number in column “n” by the total number of team members who took
the survey, and then multiplying this number by 100. Record this
number under the % sign in the “Disagree” column.
4. As an example, if the Tally Sheet showed that three people responded
“Strongly Disagree” and one person responded “Disagree” to question
#1, the number “4” (3 + 1 = 4) would be placed on the Summary form
in the column “n” for question #1. If 10 people answered the survey,
then the percent who disagree is found by dividing 4 by 10, and then
multiplying this number by 100 [4/10 = 0.40 x 100 = 40%].
5. Since the neutral category is not collapsed, just transfer the value under
“Neither Agree nor Disagree” to the Tally Sheet, and calculate the
percentage accordingly.
6. Combine the “Agree” (4) and the “Strongly Agree” (5) categories.
Record this sum in the fifth column on the Summary form, labeled
“n,” next to question #1. Calculate the percentage accordingly. Repeat
these steps for each question on all the surveys.
7. The results can then be graphed to visually summarize the survey
findings on the Graph of the Team Dynamics Survey form.

127
 Summary of the Team Dynamics Survey (Continued)

Neither Agree
Disagree nor Disagree Agree

Communication n % n % n %
13. Team members communicate effectively
with one another.

14. I offer information in order to promote

group discussion.

15. Team members generally don’t interrupt

one another.

16. I can present alternate views to the team.

17. Team discussions are usually constructive.

18. I let other team members know that I

appreciate their input.

19. Team members pay attention when I

contribute to the discussion.

20. Team members who are absent from a

meeting are kept informed.

Total

Decision Making

21. This team has an effective process for

making decisions.
22. We use data to help us make decisions.

23. I can influence decisions made by the team.

24. Decisions are usually made by consensus.

Total

2 of 3
128
 Summary of the Team Dynamics Survey (Continued)

Neither
Agree nor
Disagree Disagree Agree

Climate n % n % n %
25. New ideas and ways of doing things are
encouraged by team members.

26. This team offers an atmosphere conducive to

working together.

27. Team members appreciate my contributions

to the group.

28. Team members treat each other with respect.

29. There is an atmosphere of trust among team

members.

Total

Overall Effectiveness

30. This team can accomplish what it is

chartered to do.

31. I am motivated to make this team do the best

we can do.

32. We are an effective team.

33. I am proud to be part of this team.

Total

3 of 3
129
 Graph of the Team Dynamics Survey

Process: Date: / /

Number of Team Members: Number Completing the Survey:

100%

90%

80%

70%

60%

50%

40%

30%

20%

10%

D N A D N A D N A D N A D N A D N A
Team Roles and Communi- Decision Climate Overall
Meetings Responsibilities cation Making Effectiveness

Comments

130
✍ Graph of the Team Dynamics Survey
This form can be used to display the survey results in a graphical
form.

Instructions

1. Go back to the Summary of the Team Dynamics Survey form. Use this
form to total the survey responses in the six areas tapped by the survey.

2. For example, calculate the Disagree responses for Team Meetings

by summing the number under the column labeled “n” for the first
6 questions. Write this number in the box in the row with the label
of “Total.”

3. To calculate the percent who disagreed to team meeting items,

determine the appropriate number to divide by to get the accurate
percentages. This divisor is calculated by multiplying the number of
members who took the survey by the number of questions in that
section of the survey. For team meetings, the divisor is 6 (for the
number of questions) by, say 10, (for 10 people who completed the
survey). Thus the divisor is 60 (6 x 10). If your total for the “n”
column under the disagree heading is 12, then the percentage who
disagree to Team Meeting items: 12/60 x 100 = 20%. Note that you
cannot just sum down the “%” columns, for these are row percents
and not column percents, which is what is calculated here.

4. Calculate the “n” and percent of all three types of responses

(Disagree, Neither Agree nor Disagree, and Agree) for each of the
six survey areas.

5. Graph the percentage who disagree for each of the six areas of the
Team Dynamics Survey using bars with a hatch mark pattern. Using
yet another pattern, graph with bars the percentage who neither
agree or disagree for each of the six areas. Using yet a third pattern,
graph with bars the percentage who agree for each of the six areas.

6. The team leader/quality advisor can then make copies of both the
Summary form and the Graph of the Team Dynamics Survey, and
distribute them to team members for review and discussion.

131
 Team Dynamics Action Plan

Process: Date: / /

Team Meetings

Strengths Improvements Needed

Roles and Responsibilities

Strengths Improvements Needed

Communication

Strengths Improvements Needed

Decision Making

Strengths Improvements Needed

Climate

Strengths Improvements Needed

Other

Strengths Improvements Needed

1 of 2
132
✍ Team Dynamics Action Plan
This form is designed to record team discussion of the results of the
Team Dynamics Survey. It also summarizes action items to address
team weaknesses.

Instructions

1. Make copies of the form so it can be used again. Hand out copies of
the summary results to all team members.

2. Discuss the survey results in terms of the six areas:

❑ Team Meetings

❑ Roles and Responsibilities

❑ Communication

❑ Decision Making

❑ Climate

❑ Overall Effectiveness.

3. Record comments regarding strengths and improvements needed.

4. Summarize areas needing improvement on the Team Dynamics

Action Plan. Some ways to handle team weaknesses may be to
obtain training, or to go through team building exercises.

5. Discuss and record action items that will help the team to improve
its interaction and effectiveness.

133
 Team Dynamics Action Plan (Continued)

Action Items When By Whom

2 of 2
134
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